2025 Border Health Innovation Summit
Terms & Conditions for Sponsors
1. Definitions
‘Summit’ refers to the Border Health Innovation Summit. ‘Sponsor’ includes any person, firm or company, corporation, institution, association or committee who wishes to sponsor the Summit in exchange for certain benefits. ‘Venue’ refers to the location where the Summit is being held.
2. Grant of Benefits
In exchange for the Sponsorship Fee described in Section 3 below, the Medical Center of the Americas Foundation (MCA) will provide to the Sponsor the Benefits set forth on Exhibit A to these Terms and Conditions. The parties shall in good faith agree upon the manner in which the Benefits are to be provided to Sponsor in connection with the Summit. Notwithstanding the foregoing, if the parties are unable to agree upon the manner in which the Benefits are to be so provided to the Sponsor, then in that event, the decision of the MCA, in the reasonable exercise of its business judgment as to how the Benefits are to be provided in connection with the Summit, shall be conclusive and binding upon the Sponsor.
3. Sponsorship Fee.
In exchange for the granting by the MCA of the Benefits described in Section 2 above, the Sponsor shall pay the MCA the Fee indicated on the online Sponsorship Form. An invoice will be issued upon receipt of the form and payment should be made in accordance with the payment terms. If the Summit is within 30 days of the sponsorship package being booked, full payment will be required at the time of form submission.
4. Cancellations.
Sponsors wishing to cancel a booking must do so via email to the Medical Center of the Americas Foundation (nancy@mcamericas.org). Receipt of such cancellation will be confirmed by return email. The MCA incurs considerable costs prior to the Summit including marketing, promotion, and administration expenses, so the following charges for cancellations will apply: a) 50% of total cost if cancelled between 6 and 8 weeks prior to the Summit; b) The full cost of the sponsorship is payable for cancellations within 6 weeks of the Summit.
5. Registration of Staff.
Staff from Sponsors who wish to attend the Summit must register as full Summit attendees using the coupon code that will be provided. Each sponsor is given a certain number of coupon codes (determined by your registration level set forth on Exhibit A). Sponsor is responsible for distributing and managing coupon codes. If your staff do not register using the coupon code before the Summit and all coupon codes have been used, they will be required to pay the on-site registration fee.
6. Sponsor Trademarks.
The Sponsor shall deliver to the MCA such trademarks, service marks, and tradenames (the “Sponsor Marks”) that the MCA may use to promote the Summit. Materials must be provided at a minimum resolution of 300 DPI at 100% in either JPEG (preferred for website) or EPS (preferred for print) formats (alternative acceptable format is AI). The Sponsor hereby grants to the MCA a nonexclusive license to use Sponsor Marks. The MCA agrees that the Sponsor Marks are the Sponsor’s sole property and the MCA has no ownership or other rights thereto. The Sponsor agrees that the MCA may use the Sponsor Marks in such manner and to such extent as the MCA may desire in the reasonable exercise of its business judgment. This could include (i) to reproduce and use the Sponsor logos for signage, website usage and other marketing activities and (ii) to resize the logos, as appropriate for use in the signage, website usage, and other marketing activities.
7. Sponsor Provided Materials.
Sponsors must provide the MCA with all materials for distribution in Summit packet by three (3) weeks prior to the Summit date, unless otherwise agreed to in writing.
8. Alterations & Disclaimer.
The MCA reserves the right to make alterations to the Summit program, venue, and timings at any time. The MCA will make every effort to secure a high level of attendance to the Summit; however, no guarantee of attendance numbers can be given and no discounts or refunds are available if attendee numbers do not reach the projected levels.
9. Cancellation of the Summit.
If, for any reason, the Summit is postponed, abandoned, or altered in any way in whole or in part, or if the MCA finds it necessary to change the dates of the Summit, the MCA shall not be liable for any expenditure, damage, or loss incurred by the Sponsor. In the unlikely event that the Summit is cancelled by MCA, Sponsor waives any and all claims for damages and agrees that MCA’s sole liability shall be to return a portion of the sponsorship fee, in an amount to be determined by MCA, based on costs and expenses incurred or committed prior to cancellation. If by re-arrangement or postponement of the period of the Summit, or any other reasonable manner, the Summit can take place, the contract between the MCA and the Sponsors shall remain in force.
10. Information and Copyright.
Information supplied by the MCA in relation to the Summit is accurate to the best of their knowledge and belief, but shall not constitute any warranty or representation. Any inaccuracy, mistakes or omission in such information shall not entitle the Sponsor to cancel its sponsorship contract. All Summit materials, including, but not limited to, all information, data, photos, videos, slides, and papers, are the property of the MCA and shall not be posted or disseminated by Sponsor for any purpose. Lists and information relating to participants may only be used in relation to the Sponsor’s presence at the Summit.
11. Insurance.
Exhibitors and sponsors are responsible for arranging appropriate insurance coverage in connection with their attendance at the Summit, including prevention, postponement, or abandonment. The MCA will not be liable for any loss, liability or damage to personal property.
12. Summit Services.
The Summit facilities and certain services are being provided by the Venue. The MCA is not responsible for the actions or inactions of the Venue(s) or any of its employees, agents, or contractors.
13. Governing Law; Jurisdiction and Venue.
These Terms and Conditions shall be governed by, and construed and enforced in accordance with, the laws of the State of Texas (without regard to the conflicts or choice of law principles thereof). The parties irrevocably consent to the jurisdiction of the State of Texas and agree that any court of competent jurisdiction sitting in El Paso County, Texas, shall be an appropriate and convenient place of venue to resolve any dispute with respect to these Terms and Conditions.
14. Tax Matters.
The parties acknowledge and agree that the Internal Revenue Code and associated Treasury Regulations set forth rules that determine the extent to which the Sponsorship Fee is deductible to the Sponsor and income to the MCA. By way of example and not of limitation, current Treasury Regulation § 1.513-4(c) sets forth rules regarding the tax consequences in the event a “substantial return benefit” arises in connection with the Sponsorship Fee. The parties shall cooperate fully with one another to agree upon the tax treatment of the Sponsorship Fee including the extent, if any, to which it constitutes a substantial return benefit.
If you have any questions about these Terms & Conditions, please contact Nancy Lowery at Nancy@mcamericas.org. This agreement is entered into between the MCA and the Sponsor. Sponsor agrees to participate as a sponsor as defined in this Terms & Conditions document.
